Problems are inevitable in any project, task, or goal. But how do you know what a problem is and how to deal with it effectively? In this article, you will learn how to define and identify problems using a simple and practical framework that can help you plan and solve them.
A problem is a gap between the current situation and the desired situation. It is something that prevents you from achieving your objectives or satisfying your needs or expectations. A problem can be internal or external, simple or complex, technical or human, clear or vague. To define a problem, you need to state what the gap is, why it matters, and what the consequences are if it is not resolved.
Identifying problems can be difficult, especially if they are hidden, ambiguous, or intertwined with other issues. To uncover and analyze the problems that affect your project or situation, you should use different methods and sources of information. Observation can help you spot signs of problems, such as errors, delays, complaints, conflicts, or inefficiencies. Questioning is also useful for exploring the causes, effects, and scope of the problems. Data can be collected and reviewed to measure and quantify the problems. Brainstorming can generate possible challenges you may face in your project or situation. Finally, diagramming with tools like fishbone diagrams, mind maps, or flowcharts can organize and display the problems and their relationships.
Once you have identified the problems, it's important to prioritize them according to their importance and urgency. This will help you focus on the most critical and pressing problems that require immediate attention and action. To do this, you can use a simple matrix based on two criteria: Impact (how much does the problem affect objectives, stakeholders, or resources?) and Difficulty (how hard is it to solve the problem, considering the time, cost, and effort involved?). This matrix is divided into four quadrants: High impact/high difficulty, high impact/low difficulty, low impact/high difficulty, and low impact/low difficulty. You should focus on the problems in the first two quadrants and avoid or delegate the problems in the last two quadrants. Doing so will ensure that you are using your resources efficiently and effectively to solve the most pressing issues.
Formulating problems is the process of stating them clearly and concisely in a way that guides your problem-solving process. A well-formulated problem should include a description of the gap between the current and desired situation, a specification of the main cause or causes of the problem, a clarification of the goal or outcome to be achieved, a definition of the scope and boundaries of the problem, and a consideration of any assumptions or constraints that affect the problem. Additionally, you can use the SMART criteria to ensure that your problem statement is specific, measurable, achievable, relevant, and time-bound. This means that it should focus on one issue, have indicators to measure progress, be realistic and feasible with available resources, be aligned with objectives and priorities, and have a meaningful impact on your project or situation. It should also have a deadline or timeframe for completion.
Communicating problems is the skill of sharing and discussing your problems with others who can help you solve them or who are affected by them. To do this effectively, you should choose the appropriate channel and medium for your communication, such as face-to-face, phone, email, or presentation. Adapt your message and tone to your audience, considering their needs, expectations, and preferences. Make sure to use clear and concise language, avoiding jargon, acronyms, or technical terms. Provide relevant and accurate information such as facts, data, or examples. Additionally, emphasize the benefits and value of solving the problem rather than the difficulties or risks. Finally, invite questions or comments from your audience and listen actively and respectfully. Doing so can help you gain different perspectives and insights from others, build trust and rapport with stakeholders, solicit feedback from your team or experts, mobilize support from sponsors or managers, and report progress to clients or beneficiaries.